The Goal: Void an unpaid invoice to remove it from the system while maintaining a proper accounting trail — without permanently deleting the record.
Before You Begin:
- There is no function to "unvoid" an invoice. If you need to reverse a void, you will need to recreate the invoice from scratch.
- The Void button will only appear if the invoice date is outside the Allow Deletion for (days) window in your finance settings. If the invoice is within the window, a Delete button will appear instead. For auditing best practices, void rather than delete. See Configure Finance Defaults for details.
- The Void option is not available if a payment has been made against the invoice.
Void an Invoice
- Go to Finance, Billing section, click All Sales/Invoices. A list of all invoices, whether open or paid, is displayed. To easily find the invoice to be voided, filter the results to Open Invoices.
- Click the hyperlink in the Inv # column for the invoice you wish to void.
- Click the Void button.
- Click OK to confirm.
What Accounting Transactions Are Recorded When an Invoice Is Voided?
- Accrual accounting: Reversing transactions will be made to the revenue and accounts receivable accounts that were initially debited and credited.
- Cash accounting: No transactions are recorded, as nothing was recorded when the invoice was originally generated.
Common Pitfalls
- No Unvoid Option: Voiding an invoice is permanent. If you void an invoice in error, you must recreate it manually. Always confirm the correct invoice before proceeding.
- Void Not Available — Payment Exists: If any payment has been applied to the invoice, the void option will not appear. Payments must be reversed or removed before the invoice can be voided.
- Delete Appears Instead of Void: This means the invoice falls within the deletion window. Set Allow Deletion for (days) to 0 in your finance settings to enforce voiding as the only available action for all future invoices.